Overview
Domain Settings control how the Opensense Outlook Add-in behaves for users in your organization. This article covers each setting, how it affects signature behavior, and how to configure the right combination for common scenarios including shared inboxes, alias accounts, and multi-signature deployments.
Domain Settings are configured in the Opensense portal under Manage > Domain Settings > Outlook Add-in.
Signature insertion and display
Automatic Signatures
When enabled, the add-in inserts the assigned signature automatically each time a user opens a new compose, reply, or forward window. No user action is required. This setting should be enabled for most deployments.
Visual Preview
Enable this setting when using the visual preview deployment mode. It allows the add-in to render the full HTML signature in the compose window. If this setting is off, the visual preview will not display even if the user's signature template is configured for it.
Plaintext Preview
Enable this setting when using the plaintext block deployment mode. It allows the add-in to insert the [[#]] token into the compose window for server-side transformation.
Remove Default Signatures
When enabled, the add-in removes any native Outlook signatures the user has configured. This prevents duplicate signatures when the Opensense signature is also present. Enable this for most routed and stamping deployments.
User-Controlled Settings
When enabled, two manual toggles are exposed in the add-in pane for users:
Toggle 1: Remove Default Signature
Toggle 2: Insert Automatically
This is primarily used during testing or in environments where users need manual control over signature behavior.
Multiple-signature Configuration
Multiple Signatures
When enabled, users can switch between multiple assigned signatures directly from the add-in pane. Signature priority and assignment must be configured in Signature Assignment (legacy UI) or Routes (new UI). See Outlook Add-in Multi-Signature Selector for full configuration detail.
Allow Default Override (Multi-sig)
Controls whether users retain their last selected signature or always reset to the priority template when opening a new compose window.
Disabled: Users always reset to the priority template on each new compose.
Enabled: Users retain their last signature selection across compose sessions.
Field behavior
Editable Fields
When enabled, users can modify select fields in their signature directly from the add-in pane. Only fields unlocked in the signature template will be editable. Locked fields remain read-only regardless of this setting.
Signature Fields Only
When enabled, the add-in pane displays only the fields that exist in the user's assigned signature template. Fields present in the user's Opensense profile but not in their template are hidden. This keeps the add-in pane focused and prevents confusion when templates use a subset of available profile data.
Dynamic Fields
When enabled, signature fields can adjust in real time based on the recipient for full visual preview deployments.
Dynamic Fields conflicts with the HubSpot Sales add-in. It also applies only to the last recipient added to the To field, not all recipients. Avoid this setting unless no other option is available for your configuration.
Inline Images
Inline images are supported across all Microsoft 365 Outlook versions, including Outlook for Windows (Classic and New Outlook), Outlook for Mac, OWA, and Outlook Mobile.
To enable inline images:
Turn on Inline Images in Domain Settings.
Append
?inline=1to all image URLs in the signature HTML (for example:https://smart.customer.com/v2/imagebucket/customer.com/logo.png?inline=1).
Inlining happens in real time when the signature is inserted. Inline images do not reference portal assets directly.
Domain behavior
Remove Signature for Unknown Domain
When enabled, the add-in clears the signature if the user switches the From address to a domain that Opensense does not recognize. This prevents a stale or incorrect signature from appearing when sending from an unrecognized domain.
For this setting to work correctly, all domains your organization uses must be listed under Internal Domains in the Opensense portal. If your organization has multiple primary domains, each domain must be referenced in the other's domain settings to ensure Opensense recognizes them.
From Switching and shared inboxes
The behavior of signatures when a user switches the From address is controlled by three settings: From Switching, Merge Fields, and Ignore Empty Fields. The combination you choose depends on whether you want the signature to reflect the primary user's identity or the switched account's identity.
From Switching OFF
The signature always displays the primary user's information, regardless of which From address is selected. This is the simplest configuration and is the right choice when you want employees to send from all accounts with their own personal signature.
For plaintext block deployments, the fields on the other account must be unlocked to allow the primary user's data to populate. For visual preview deployments, the primary user's data appears regardless of field lock state because signature insertion happens client-side.
Scenario: You want the primary user's information to always appear in the signature when sending from a shared inbox.
From Switching ON
When a user switches the From address, the signature template updates to display the data associated with the selected account. The primary user's data is not used. This is the correct setting when shared or alias accounts have their own distinct signature requirements.
Scenario: You want a shared inbox like support@company.com to display its own signature data rather than the sending user's personal details.
From Switching ON + Merge Fields ON
When switching to an account that is missing certain data fields, the primary user's information is used as a fallback to populate those missing fields. This applies to both plaintext block and visual preview deployments.
Scenario: You switch to a shared or alias account that lacks a phone number or title. Instead of leaving those fields blank, the signature fills them in with the primary user's details.
From Switching ON + Merge Fields ON + Ignore Empty Fields ON
The primary user's data populates only fields that exist on the switched account but are empty, as well as fields that are entirely missing. Fields that already have values on the switched account are not overwritten.
For shared inbox configurations where the signature should show the primary user's name and title but retain the shared inbox email address, the following setup is required:
Unlock the fields you want merged on the shared account (name, title)
Break the directory sync on those fields so they accept the merged values
Clear existing values for fields that should pull from the primary user
Keep fields that should retain the shared account's values locked with the correct data
Scenario: A shared inbox like help@company.com should show the sending user's name and title, but the email address in the signature should always reflect the shared inbox address.